Equipment Checkout

• Approach the checkout desk and ask the checkout room attendant for equipment you previously booked.
• Hand the checkout attendant your crimson card student ID.
• The lab monitor will begin handing equipment to you after scanning all necessary items.
• Test/inspect your equipment immediately after receiving it to ensure there are no problems or damages.
• Sign the checkout agreement and assume liability for any broken or lost items.

*Note: If anything happens during production with the equipment email luddychk@iu.edu with photographic evidence and report it.

• Make sure all equipment from checkout is brought back in the same condition in which it was checked out.
• Tell the checkout attendant on duty of any problems with the equipment, if any.
• Give checkout attendant your ID to begin check in process.
• Hand back all equipment to the lab monitor. Wait until the checkout attendant gives you the ok, indication that the check in process is complete.

If you can’t pick up your equipment during the initial booking time, contact checkout immediately. Otherwise, bookings not picked up within an hour of the initial booking time, without contact, will be cancelled.

Students must check all items received from equipment checkout before leaving the checkout room.

Once the equipment has left the checkout room, students assume liability for any broken or lost items.

All media should be transferred off checkout media BEFORE returning your gear.

The purchase of an external hard drive is highly recommended.

There are many external hard drive options online. When purchasing external hard drive, we recommend that you think about the projects you plan to create during your time as a student and beyond. If you plan to film in 4k or more, for example, you will need many terabytes of storage.

• Inspection of equipment: Students must inspect all items received from equipment checkout before leaving the checkout room. Once equipment has left the checkout room, students assume liability for any broken or lost items.
• Personal responsibility: Book, pick up, and return all equipment under your own name to ensure all items are returned in working order and well-organized.
• Respectful usage: Treat all equipment as if it were your own. If you are unfamiliar with a particular item, seek guidance from instructors or checkout staff.
• Booking limitations: Avoid multiple bookings. If adjustments are needed, edit your booking rather than creating new ones.
• Booking duration: Bookings are limited to a maximum of three days. For extensions, communicate in person, via phone, or through email for potential approval. Checkouts over the weekend or holiday weekends will be due when the checkout room is open again.
• Effective communication: Keep open lines of communication for any issues or concerns related to equipment use.

Equipment check out and check in must be done by the person who created the booking. You may not misrepresent yourself or your intentions to gain access to the equipment. Doing so is a violation of the Student Code of Conduct [Part 11/H.1, H.2, H.4]. Misrepresentation includes, but is not limited to:

• Assuming another person's identity, in whole or part, via deception or without authorization.
• Using another person's name, email, phone number, University ID card, University network ID and/or passphrase, or other personally identifying information.
• Borrowing equipment for another student to use.
• Asking a student to borrow equipment on your behalf.
• Falsifying, or intentionally providing false or deceptive, information for the checkout agreement.

You are to treat all equipment, staff and instructors professionally. Abuse of equipment, staff or rules will result in strikes from the checkout room and possible grade reduction. The equipment room uses a Three-Strike Policy.

Reasons for obtaining a strike could include:

• Damaged Equipment: Negligent use of equipment resulting in damage to equipment can result in a strike.
• Lying/Dishonesty: Providing false information or being dishonest about equipment usage.
• Abandon Equipment: Equipment is left abandoned in front of checkout.
• Unreturned & Lost Equipment: Losing or failure to return equipment in a timely manner can result in a strike.
• Reckless Use: Reckless use of equipment resulting in major damage or loss.
• Late Returns: Explained in “Late Policy” section.

After accumulating three strikes, students may face consequences, such as restricted equipment access or additional penalties, depending on the severity of the violations.

This information serves as a reference for maintaining a positive and responsible approach to utilizing video and sound production equipment within the Luddy Indianapolis community. Always adhere to the outlined guidelines to ensure a smooth and efficient experience for all users.

Students are responsible for returning equipment on time. We understand that events can happen that can prevent a timely return, but on time returns are expected for each booking. If you expect to be late with a return, contact the checkout room immediately by phone or email.

If the equipment is not returned on time and no attempt at communication was made to checkout, a student could incur a strike. The strike structure is cumulative and late policy strikes will count towards a student’s total.

Late return strike policy:

• 24 hours late: Student will incur one strike.
• 48 hours late: Student will incur two strikes and suspension from checkout for one week.
• 72 hours late: Student will incur three strikes and full suspension from checkout pending a conference with instructor(s) and checkout staff.

If equipment is not returned after three business days past the due date of the booking, it will be marked as stolen and reported to the police.

The key to avoiding strikes is communication. If you have any issues or anticipate being late, please contact the checkout room as soon as possible.

The checkout room staff understands that accidents happen. Should an item break while on set, it is your responsibility to immediately take photos and email luddychk@iu.edu. If you find a piece of broken or damaged equipment while completing your checkout, inform the attendant and ask for a replacement.

INLOCC is the insurance company that covers students when using equipment on and off campus. Should you damage a single equipment item costing more than $1,000, INLOCC will require you, the student, to pay a $250 co-pay.

Should you damage equipment costing under $1,000, we require you, the student who booked the equipment, to pay for the total cost of repair or replacement. Additionally, you will be suspended from booking additional equipment until costs have been repaid through the "Replacement Form" sent via email. Replacement costs are based on B&H pricing. Replacement costs are sent out via email within 24 hours of a broken item being returned. The email will include details about the total cost, booking reference number, and any other relevant information.